Finance/Grants Specialist
University of Virginia

Charlottesville, Virginia

Posted in Education and Training


This job has expired.

Job Info


The School of Engineering and Applied Sciences' Department of Electrical and Computer Engineering at the University of Virginia seeks Finance/Grants Specialist. The successful candidate will be responsible for assigned faculty grants accounting, budget projections, budget strategy, financial analysis, purchasing, account reconciliation, and other fiscal-related responsibilities. The candidate will be working with faculty, the department administrative team, and lab personnel to ensure accuracy of fiscal management and reporting.

The incumbent will be responsible for data entry and reporting within the University's various financial systems and demonstrate extensive knowledge of processing financial transactions through various IT platforms. They will resolve complicated transactional issues, prepare summaries, reports, charts, and graphs as requested, and are distinguished by a depth and breadth of experience.

This position is responsible for a variety of professional level work across various financial disciplines, such as accounting, budget, payroll, financial aid, financial analysis, purchasing, and treasury. Expectations include, but are not limited to:

Reporting & Analysis:

  • Monitor spending rates, analyzing financial activities, resolving fiscal variances, initiating post-award modifications, reconciling invoices and corporate card purchases, completing account closeouts, and reconciling activity records for internal documentation.

  • Reconcile GM and runs monthly reports for GL account reconciliation. Verifies that GL and GM are in sync for each project & award. Reconciles documentation to monthly GM and GL reports following all of the prescribed financial and auditing procedures. Verifies that data entry, coding, and documentation are correct for each project transaction.

  • Requests copies of missing documentation. Investigates and resolves outstanding transactions that have not paid after 30 days.

  • Monitors approver's signature for each project reconciliation as verification of reconciliation accuracy and completeness, and sends reminders as needed. Provides training for new faculty as needed.

  • Ensures that all reports are maintained for audit purposes.

  • Runs ad hoc reports for budget preparation and analysis. Ensures deficits do not occur by checking funding availability.

  • Monitor suspense accounts each month and resolve as needed.

  • Setup student assignments on grant accounts as instructed by the PI and coordinate appointment and termination with administrators.

Purchasing & Accounts Payable:

  • Coordinates purchases for assigned faculty grants including obtaining vendor quotes, selection, and completion of purchase requisitions.

  • Assures that all goods ordered have been received in good condition upon receipt of signed receiving report. Matches invoices to purchase orders and receivers from encumbrance files. Investigates discrepancies by contacting the requestor, vendor, Procurement and other UVA departments as needed.

  • Completes cost transfers as needed. Runs problem reports and resolves outstanding items.

  • Reviews, balances, and codes expenses on payment vouchers, travel reimbursements, and purchase orders. Assigns the most appropriate expenditure type for each transaction with the correct Project, Task, and Award to minimize cost transfers. Keys departmental payment vouchers into Oracle/Integrated System, or ExpenseUVA(ChromeRiver).

  • Verifies direct billings from other UVA departments. Requests credit for charges identified as non-departmental.

  • Educates customers (PIs, students, staff) on UVA policies and procedures, serving as the department's subject matter expert on purchasing and A/P.

  • Monitors all travel to ensure expenses do not exceed travel allotment and provides ad hoc reports as needed.

Accounts Receivable & Administrative Support:

  • Assists in writing, maintaining, and disseminating policy and procedure changes.

  • Coordinates record destruction and surplus.

Required Qualifications:

  • Associate's degree in Accounting, Finance, or a related field and at least two years of relevant experience in grants and contracts, finance, accounting, and/or direct fiscal management.

  • Four or more years of grants and contracts, finance, accounting, and/or direct fiscal management may be considered in lieu of a degree

  • Advanced knowledge of Microsoft Office and Excel.

  • Demonstrate high organizational skills managing multiple, competing, and simultaneous priorities effectively.

  • The ability to interact professionally and respectfully with faculty, staff, and students and negotiate successful resolutions to various situations while demonstrating a high level of attention to detail.

  • The ability to work collaboratively in a team unit as well as possess the ability to work independently with minimal supervision.

  • Show thoughtful and appropriate oral and written communication skills with strong attention to detail.

  • The ability to quickly learn new skills and adapt to change.

Preferred Qualifications:

  • Bachelor's degree in Accounting, Finance, or related field

  • Proficiency in using Oracle, UBI, ResearchUVA, Recon@UVA, Effort@, and Workday systems.

  • Knowledge of university and sponsored programs policies and procedures.

  • Experience in post-award research administration in higher education and/or research institution.

  • Some knowledge and/or experience in pre-award administration and sponsor submission sites such as ASSIST, Grants.gov, ProposalCentral, and Fastlane.

  • Preference will be given to applicants with Certified Research Administrator (CRA) designation.

  • Preference will be given for those candidates who have experience in Workday Financials.

  • Experience with UVA's integrated system (Oracle HR/Financial, UBI reporting, and RECON@UVa), ChromeRiver, Research UVa, effort certification, and entering labor distributions highly desired.

This position will be primarily in-person the Summer and Fall 2022 semester and likely transition to hybrid in the Spring 2023 semester if performance expectations are met. A hybrid schedule would include three days per week on University Grounds and two days per week from a remote location.

Anticipated hiring range: $45,000 - $58,000. This is an Exempt level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

Review of applications will begin on February 28, 2022. This position will remain open until filled. The University will perform background checks on all new hires prior to employment.

To Apply:

Please apply through Workday, and search for R0033134. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

  • CV

  • Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via Skill Survey during the final phase of the interview process.

For questions about the application process, please contact Ashley Cochran, Senior Recruiter at alc6dk@virginia.edu.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.


COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.


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